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Duties and Responsibilities of Position

Expenditure and Procurement Card Review - 35%

Reviews all Foundation-funded expenditures, including Foundation

issued procurement card transactions, to ensure alignment with donor intent, availability of funds, and organizational policies

Verifies that all transactions include complete and appropriate

documentation to support a clear audit trail and meet compliance requirements

Reconciles and audits procurement card activity, accurately

recording and posting transactions to the general ledger once proper approvals have been obtained

Gift Processing - 20%

Assists with recording charitable contributions into the donor

database

Ensures gifts are accurately credited to the correct accounts and

processed in accordance with applicable guidelines and regulations

Reporting - 15%

Supports the preparation of internal and external reports, including

scheduled updates and materials for committees or leadership groups

Prepares regular budget tracking reports for University Advancement

units and help monitor spending activity

Deposit Audit and Batch Management - 10%

Audits the front desk deposit log sheet to ensure accuracy,

completeness, and compliance with established procedures

Verifies supporting documentation, identifies discrepancies, and

follows up as needed

Creates and sets up new deposit batches in the CRM system, ensuring

timely and accurate posting

Fixed Assets - 10%

Regularly records and tags all Pittsburg State University Foundation

assets. Fixed assets shall be identified and recorded in a permanent file including photo, asset number, location, date of purchase, and purchase documentation reference.

Annually or semi-annually performs physical audits of asset

inventory to monitor acquisitions, retirements, and potential loss of assets

Outstanding checks - 5%

Performs regular reviews of outstanding checks and contact payees

for resolution

Processes stop payment requests and replacement checks for lost or

destroyed payments

For checks outstanding more than one year with repeated unsuccessful

outreach, completes stop payment procedures and submits the funds to the State Treasurers Unclaimed Property

Other Related Duties - 5%

Performs additional responsibilities as delegated to support the

mission and strategic goals of the division and university

Pittsburg State University

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